Reservations and Information (270) 809-4770
Report accidents and breakdowns (270) 809-4770
After hours please call
- Jerry O'Bryan Cell (270) 293-0794
- Dickie Turner Cell (270) 293-7643
- If no answer (270) 809-2222
Motor Pool contact telephone numbers are also listed on each trip ticket and in the Guidelines and Procedures booklet located in each vehicle.
You may enter the vehicle rental request through the AiM Work Order system, or you may call Transportation Services and provide the following information:
- Date(s) for which a vehicle is required, including departure and return times
- Number of persons traveling in vehicle
- Name(s) of person(s) who will be operating vehicle
Vehicles are reserved on a first-come first-served basis. Vehicle assignments are based on the number of persons in the party, distance to be traveled, weather conditions, etc. If circumstances allow combining two or more reservations, the motor pool will contact those persons involved to suggest and arrange the combination.
Pick-up and Return of Vehicles
Vehicles are to be picked up on the day of actual departure and as close as possible to the hour of departure. If the departure time does not coincide with the hours of Transportation Services operation, keys may be obtained in advance of actual departure. Arrangements must be made at the time of
Vehicles must be returned to the motor pool at the conclusion of a trip. A key to the south gate of the motor pool is provided with each set of vehicle keys for return of vehicles after hours. Please relock the gate after exiting the motor pool area.
Vehicles cannot be parked at a residence prior to or after the end of a trip without the written authorization of the assistant director of transportation. If a vehicle will be needed longer than the reservation period, the operator must notify the motor pool as soon as possible.
Parking for personal vehicles is available at the motor pool for persons using passenger vehicles. The vehicle operator is responsible for recording beginning and ending vehicle mileage readings. Record the readings on the trip authorization sheet which is provided by the motor pool when the vehicle is picked up. Completed trip authorization sheets must be returned to the motor pool after conclusion of travel.
Breakdowns and Repairs
Call and advise Transportation Services personnel of a breakdown and, to the greatest extent possible, the nature of the problem. (The motor pool telephone numbers are listed on each trip ticket and in the Guidelines and Procedures booklet in each vehicle).
Do not have the vehicle towed unless it presents a hazard to or restricts the flow of traffic, or unless authorized by the assistant director of transportation. Do not have the vehicle repaired unless authorized by the assistant director of transportation.
Gasoline should be obtained at Transportation Services, whenever possible. A University Mastercard gasoline credit card is provided in the glove box of all passenger vehicles and is to be used for the assigned vehicle only. The Mastercard may be used at any station accepting Mastercard. It is the operator's responsibility to use self-service pumps when available. Operators shall only use self-service pumps when refueling university equipment, additionally the use of non premium fuel is required.
Accidents will normally fall under one of two categories: minor accidents occurring on or off a public thoroughfare where total damage to all vehicles involved is less than $500 and no other property damage or bodily injury occurred; and major accidents involving damage to vehicles over $500 and/or other property damage or bodily injury. Follow the minor accident procedures if the cause of damage is unknown or if the damage is extremely light. In all other instances, follow the major accident procedures. Each vehicle has an accident summary package in the glove box. Operators are required to complete the forms in the event of an accident.
Major Accident Procedures
- Give aid to injured persons
- Notify law enforcement authorities
- Notify Murray State Transportation Services
- Provide law enforcement authorities with all information requested
- Decline giving or making statements to persons other than law enforcement authorities
- Request that the investigating police officer obtain a statement from the other party or parties involved
- Record the license plate numbers of witnesses, if possible
- A card showing Murray State University's bodily injury and property damage liability insurance carrier, policy number and agent is provided in the glove box of each vehicle
Minor Accident Procedures
At the time of the accident, record the following to the greatest extent possible:
- Notify law enforcement authorities
- Notify Murray State Transportation Services
- Date, time, and place of accident or damage
- Road surface and condition
- Weather and light conditions
- Names and addresses of others involved
- Names and addresses of any witnesses
- License plate number of witness or first vehicle on the scene
- Statements by witnesses
- Insurance information of other party
Additional Accident Procedures
Do not have the vehicle towed without motor pool authorization nless it is a hazard to or is impeding the flow of other traffic. The account number listed on the trip authorization will be charged on a 'deductible' as follows for
- Less than $500 damage--$100 or actual costs, whichever is less
- More than $500 damage--$250
Employee Use of Vehicles
Murray State University personnel must be registered with Transportation Services and have their drivers license on file with the motor pool to be eligible to use University or rental vehicles. Prior to authorization all employees will have a current motor vehicle record check on file.
Student Use of Vehicles
The motor pool head must recommend that a student be authorized to use MSU vehicles. The Request for Student Driver Authorization Packets are available from the motor pool. The packet contains a Guidelines and Procedures booklet, a Request for Student Driver Authorization form, and handouts covering van safety, seatbelt usage, and other information as required. Authorization for student use of vehicles must be renewed annually. All student operators will have a current motor vehicle record check on file. Any passenger car may be assigned to a student. To drive a van, students must be at least 21 years of age, and complete the van driver coaching program
Cost for use of passenger vehicles, repair 'deductibles,' or any other charges are charged to user departments via the inter-account billing system.
Procurement, Assignment, and Replacement of Vehicles
Service vehicle assignments are evaluated by Transportation Services at least annually. Special needs and requests should be made well in advance of budget preparation to allow sufficient time for planning and accommodation. The assistant director of transportation may recall or reassign vehicles to promote the highest and best utilization of the total fleet.
- Seat belts must be worn by the operator and all passengers when a vehicle is in operation.
- Vehicles must be used exclusively in performance of activities directly related to the mission of Murray State University.
- Operators must be employees of the University or authorized students.
- Passengers must be employees, students, or guests of the University.
- No vehicle may be modified or altered in any manner without the express consent of the assistant director of Transportation Services. This includes but is not limited to: Removing seating, affixing car-top carriers, altering wiring, installing radios or other electronic devices, attaching antennas or additional towing equipment, affixing signs, decals, and bumper stickers
- Boats and canoes cannot be carried in or on a passenger vehicle.
- Animals are not permitted in passenger vehicles.
- Vehicles should be returned in the same general condition as when picked up. Charges for cleaning vehicles returned in an excessively dirty condition may be billed to the appropriate account in addition to the per-mile usage charge.
- Repetitive or willful violations of Transportation Services' guidelines and regulations may result in additional charges or suspension of use privileges.
- Comments and suggestions are encouraged and may be furnished either verbally or in writing to the Assistant Director of Transportation Services or the Director for Facilities Management.
* Do not remove the topper.
| Murray State University Vehicle Rates |
| Vehicle Type || Number of Vehicles in University Fleet ||Rate (cents per mile) ||Daily Charge |
| 10 Passenger Van |
|7 ||.59 |
| Mini Van ||4 ||.46 |
| Sedans ||30 |
|.45 ||$25.00/day |
| Mini Bus ||6 ||.84 |
| SUV's ||3 ||.63 |
| Truck with topper* ||1 ||.45 |
| Trailers ||2 ||.05 || |
| Tractor 935 ||1 ||1.82 || |
There are two utility trailers for rent at 5 cents per mile. These trailers can be pulled behind either the University SUV's or the pickup truck (the trailers are light duty, and should be used for luggage or other light items). The trailers measure 4' wide, 6' long, and 4' high.
Request to Use Outside Vehicle Rentals
Passenger vehicles may be rented from outside agencies only when vehicles are not available from the University motor pool. Forms used to request the use of outside rentals can be obtained at the motor pool and must be completed and approved prior to renting a vehicle. A copy of this form must accompany your request for re-imbursement.
History of Transportation Services
The Murray State University Transportation Services was organized as a separate department in 1969. At that time the department was responsible for light service work, fueling and clean up maintenance. In 1973, the department was restructured and a full service maintenance facility was organized which performed all vehicle, light and heavy, repair work as well as the light maintenance that had begun in 1969
With the successful expansion from 1973, it was decided to expand further. In 1976, the motor pool took charge of all general use equipment such as tractors, road graders, lawn equipment and emergency generators (engine section). In 1998, the department became a division of the Department for Facilities Management. Over these years, the motor pool has expanded to include:
- 175 plus cars and trucks
- 300 plus pieces of equipment
- 38 emergency generating plants
The division maintains a 24-hour retrieval service; an in-depth accident investigation service; maintains records; makes recommendations for settlements with those involved in accidents and with the insurance companies. Transportation Services is located directly to the south of Stewart Stadium. The north gate is located on Gilbert Graves Drive and the south gate is located at the northern end of the Facilities Management Complex. Hours of operation for customer service are 7:30 a.m. to 4:00 p.m., Monday through Friday.